Managing email attachments and protecting sensitive information is crucial in today's digital workplace. The mxHERO platform provides a robust solution for creating customized email flow rules that help organizations secure and organize their digital communications effectively.

This document explains how to configure an attachment security rule with commonly selected options. There are many more options that can be set than those covered here, but this guide provides a basic understanding of how you can approach creating rules to meet your organization's particular requirements. 

Understanding Attachment Security Rules

Email flow rules allow you to automate how your organization handles incoming and outgoing emails. With mxHERO, you can create sophisticated rules that protect attachments, manage storage, and ensure compliance with your company's communication policies.

This tutorial show you how to set up a basic attachment security rule. This rule will save only attachments. More advanced rules can be constructed to save the email message as well, among many other options.

Flow Diagram

The following diagram provides a simple visual description of how basic attachment security works. Here we show attachments flowing to Box. 

Step by Step Instruction

Select “Create a Rule” from the Rules menu

Select Protect Attachments

… then press the button at the bottom “Start Rule Creation”

Select what you want to save

• Email
  • The email message body
• Attachments
  • File attachments
• Email's Body in PDF
  • Also save a copy of the email as a PDF
• File type
  • .EML: a universal email format
    • recommended - also works with Microsoft Outlook
  • .MSG: Microsoft Outlook specific format

Press “Confirm” to proceed to the next step.

Target Selection

Cloud Storage

Selecting the Cloud Storage system

Cloud storage account

Select the cloud storage account. 

Synced storage (recommended)

For best performance, storage systems should be “synced”. See the “Settings > Integrations” section of the dashboard.

Synced storage allows for useful features, like automatically saving to the email user's account. For example:

Email sent from or to mary@acme.com is automatically saved in the mary@acme.com storage account. Likewise, email from or to bob@acme.com is automatically saved in the bob@acme.com storage account.

Individual Storage Account

To save captured content to an individual storage account select one of the available individual accounts or “Add Account”.

Security Option

Select the type security that should be applied to the attachments links created by this rule.

Some common preset options include:

• Public access links
  • Links that are accessible by anyone
• 7 days expiration public access links
  • Public links that are only valid for 7 days
• Organization access links
  • Only those from the organization can access these links. This option is best for internal email rules only.

Note that options may differ based on cloud storage capabilities.

In addition to preset security rules, if your organization has configured custom security policies or definitions, they will also be listed.

Activating (saving the rule)

Once the Storage Filepath is confirmed the rule must be saved. Once saved the rule is “active”. Note that only rules that have names can be saved. This is done in the Rule Name field that may be at the far right side of the page or below the “Save Rule” button depending on the width of the browser window.